Files – functionality and safety

There are plenty of places on-line where you can store your files. Dropbox, SkyDrive, GoogleDrive – just to name a few. Why should you store your files in AdminProject? We’ll tell you why. They are safe, accessed and linked with several modules with ease. Say, you are a part of a task that requires several documents or ran a dissemination event and need to upload some photos. Our solutions make it quick and intuitive without the need to resort to other file storage services.

File storage in AdminProject has a traditional structure. There’s a root folder and there are all your folders and already uploaded files. A brand new project space will have three system folders Dissemination (for files linked to dissemination action), Travel (for files linked to Travel Reports) and Gallery. The main view of the module allows you to upload, move, rename your files and create folders. The usual stuff.

Uploading Files

To upload a file click on a sidebar link Upload a new file. The upload form gives you two ways of uploading a file. By clicking Select files, you open a system file browser to select a file or files. The other option is to drag and drop all files you want to upload.

No confirmation is needed as the files will upload automatically right after clicking Open in the dialog box or right after dropping them at the gray space.

This is how an uploaded file looks like in AdminProject. You have its size, owner and upload date. Two icon’s at the end represent the number of comments and a revision number of a file. They both can be clicked.

Features of the module let users comment on the files and check its version. Yes, we have revisions. Whenever you upload a file AdminProject checks its name. If it already exists in the same folder it is replaced, and the old file is accessible through a revision icon.

How do versions work?

Just upload a new version of the same file and it will be automatically linked and replace the older version. The file needs to have the same name as their old version. You’ll still be able to check the revision history from the Files module.

Downloading files

Files can be downloaded individually by clicking on their name. When you click on the row it becomes highlighted and ticked.

This way you can download several files in a zip archive instead of downloading them separately (download selected files). You can also download the current folder together with it’s subfolders by clicking download folder. Remember: when you are viewing the Root folder it will download all files from your project’s storage.

Operations on files

AdminProject’s file manager offers basic funcionality in terms of moving, renaming and deleting files. Those options will appear when you hover over a filename and will be available if you are the owner of the file or project’s administrator.

Renaming

To rename a file, click Rename, type the new name in the field provided and click the blue tick button.

Moving

To move a file, click Move, select the target folder on a folder tree and click the blue tick button.

Deleting

To delete a file, click Delete and in the confirmation window click the red Yes button.

What about folders?

Folders can be renamed, moved and deleted in the same way as files. Note, when moving the files and other folders inside will be moved as well and when you delete a folder all its contents will also be deleted.

Linking files to other modules

In AdminProject, files are an integral part of other modules and can be linked to them. As already mentioned you can link files to Travel Reports and Dissemination actions, but also to Tasks. Just find Manage button or click on Upload a new file in the Actions sidebar and you see something like this:

If the file you want is not on AdminProject you can upload it. Remember, it will be uploaded to the current folder and linked to your task or report. They can now be accessed from here and if no longer needed they can be detached from your task, report or activity.